Video: Creating and saving Quick Parts

We've been working with several different types of Microsoft Word building blocks: Cover Pages, Page numbers, Headers, Footers and Text Boxes. Word has one other building block Gallery for building blocks that don't necessarily fit into any of these categories. You can take any kind of text, or a combination of text and graphics, that you need to reuse and save it in the Quick Parts Gallery, right here. We're going to start with some text that I copied out of some letters that we were creating, and we're going to save this internal address block that I use frequently and a signature block, as well as this statement that's part of the company mission that we try to include in all of our literature.

In Word 2010 Essential Training, Gini Courter uses real-world examples to teach the core features and tools in Word 2010. The course starts off with an orientation of the Word 2010 interface, and then delves into the functionality at the heart of Word: creating, editing, and formatting documents. It also covers proofing documents, reviewing documents with others, sharing and securing documents, working with tables, and illustrating documents. Exercise files are included with the course.

Creating and saving Quick Parts

We've been working with several different types of Microsoft Word buildingblocks: Cover Pages, Page numbers, Headers, Footers and Text Boxes.Word has one other building block Gallery for building blocks that don'tnecessarily fit into any of these categories.You can take any kind of text, or a combination of text and graphics, that youneed to reuse and save it in the Quick Parts Gallery, right here.We're going to start with some text that I copied out of some letters that wewere creating, and we're going to save this internal address block that I usefrequently and a signature block, as well as this statement that's part of thecompany mission that we try to include in all of our literature.

So I'm going to begin by selecting the internal address block.I can also select as many empty lines, or blank lines, as I would like to haveseparating the internal address block from the salutation in a document.I'm going to either choose Quick Parts and Save sSelection to Quick Parts gallery,or hold Alt and press F3 to open the Create New Building Block dialog box.The text of the first line that I selected, up to any punctuation, isautomatically grabbed as the name, but I'm going to call this an InternalAddress Block, and I'm going to save it in my Quick Parts gallery, but I'm goingto create a new category for this address block.

I support not just my own correspondents and Maria Ann's, but I also support Hector.So I'm going to create a category for Maria Ann's Quick Parts.I'm going to store this in Building Blocks, and I always want it to appear inits own paragraph, but not on its own page, and I'm going to say OK.And now my Quick Parts gallery includes a group called Maria Ann and has aninternal address block in it.Now, I'm going to save the Signature block, select the text, either choose QuickParts Save Selection, or Alt +F3 to open that dialog box.

And this is a Signature Block. The gallery that I'm going to save in in isQuick Parts. The Category that I'll save it in is Maria Ann's Quick Parts, andI'm going to insert this content in its own paragraph.Now, I have saved that as well.And finally, this is just some inline text that would appear anywhere.I could be typing along in a paragraph and want to insert this sentence.It's boilerplate text.So I'm going to hold Alt and press F3.

This is the Two Trees Olive goal statement, but I don't necessarily need Two Trees Olive.I just need goal statement.And I'm going to put this into my Quick Parts.I'm going to assign it to a New Category, and that New Category is going to becalled Two Trees, and that will be for my items that are companywide.And here I'm going to insert content only.I don't want it in its own paragraph.

So as I'm typing along and want to insert this Quick Part, I can just do that on the fly.Let's say OK.Now, I've got all three of those Quick Parts saved in my gallery.Although, I've entered mostly plain text,I could've formatted this text anyway I chose to, and that formatting would alsobe saved, just as it was with my headers and footers.Let's create a new document, Ctrl+N, and let's insert some Quick Parts, sowe see how these work.So if I wanted to insert an internal address block, it's that simple, and I thenI can type my letter and some more text.

Now, I'm ready for my Signature Block.So I'm going to go to Quick Parts > Signature Block, and there is my Signature Block.Again, nice and quick, nice and easy.And if I wanted to add, for example, my motto right here, our goal statement, Ican go to Two Trees Goal Statement, and it will be inserted right here.It looks like I selected an extra Enter when I saved that.But notice here's my statement: Two Trees Olive Oil has continued to raise the bar.If I want to fix this so that it doesn't include that paragraph mark at the end,I can actually select this again.

I go take a look and notice that this is called Goal Statement. That's its name.So I can hold Alt+F3 and save this again.And as long as I save it in exactly the same gallery, with exactly the same name,it should overwrite the statement that's there already, so that the next time Iinsert this it won't have an extra line at the end.When you find yourself either copying and pasting a block from one document toanother, or retyping or recreating the same text, like a Signature Block, in morethan one document, you can save time, and also increase the consistency betweenyour documents, by saving that text, or text and graphic, as a Quick Part.

Q: The Panning Hand feature for scrolling through documents shown in the movie "Using the Word interface" does not appear in my version of Word.

A: This appears to be an issue with Word, in that the Panning Hand icon does not appear in every installation of Word. The Panning Hand feature was originally designed for a tablet PC and it will always appear on a tablet. However, onother laptops and desktops, the Panning Hand icon's appearance is dependent on the version of Windows and how much tablet PC functionality is built into that version.

Q: Why am I seeing the following error message when trying to open the exercise files in Word 2010?
Word experienced an error trying to open the file. Try these suggestions:
* check permissions
* open the file with text recovery

A: This is a permissions/trust issue specific to your install of Microsoft Office. Contact your IT department make sure documents downloaded from email and the web are not blocked. A workaround solution is to try opening the files in an older version of Word or try to edit your Trust Center settings.

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